Office of the Chief Information Officer

United States Department of Agriculture

Inspector General

Significant Cases – Cases that attract national media attention resulting from OIG investigations of alleged fraud, abuse, and irregularities and violations of laws and regulations; or result in a congressional investigation and/or in substantive changes in agency policies and procedures.

Retention

Cut-off closed files annually. Transfer to NARA 5 years after Cut-off.

GRS or Approved Records Schedule

N1-016-00-3, Item 1.a

Disposal Authority

N1/016/00/3/1A

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


All Other Investigative Cases, Prosecutorial – Case files containing information or allegations, which warrant a specific investigation and may result in prosecutorial action.

Retention

Cut-off files upon close of case.  Destroy 10 years after Cut-off.

GRS or Approved Records Schedule

N1-016-00-3, Item 1.b (1), (2)

Disposal Authority

N1/016/00/3/1B/1 or 2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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All Other Investigative Cases, Administrative – Case files containing information or allegations which warrant a specific investigation and may result in administrative action.

Retention

Cut-off files upon close of case. Destroy 10 years after Cut-off.

GRS or Approved Records Schedule

N1-016-00-3, Item 1.c (1), (2)

Disposal Authority

N1/016/00/3/1C/1 or 2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


All Other Investigative Cases, No Action – Case files containing information or allegations, which warrant a specific investigation but result in no prosecutorial or administrative action.

Retention

Cut-off files upon close of case. Destroy 5 years after Cut-off.

GRS or Approved Records Schedule

N1-016-00-3, Item 1.d (1), (2)

Disposal Authority

N1/016/00/3/1D/1 or 2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Information or Allegations, No Investigation – Files containing information or allegations which did not warrant a specific investigation.  They include anonymous or vague allegations, matters referred to constitute or other agencies for handling, and support files providing general information.

Retention

Cut-off files upon close of case. Destroy 5 years after Cut-off.

GRS or Approved Records Schedule

N1-016-00-3, Item 1.e (1), (2)

Disposal Authority

N1/016/00/3/1E/1 or 2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Audits with Historical Value, Record Copy of Final Report – Audits that have historical value with respect to the agency’s programs and operations or include a highly specialized audit functions and the report documents the effectiveness of the agency’s programs and operations to the degree that the report should be permanently preserved while disposing of the remaining records as well as working files.

Retention

Cut-off at the end of the fiscal year in which issued. Transfer to NARA when the most recent report is 5 years old.

GRS or Approved Records Schedule

N1-016-00-3, Item 2.a (1)

Disposal Authority

N1/016/00/3/2A/1

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017

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Audits with Historical Value, Other Records Related to Audit – Other records created or acquired during the course of the audit and the development of the final report, including notes and other working files.

Retention

Destroy 8 years after the end of the fiscal year in which the final evaluation report is closed.

GRS or Approved Records Schedule

N1-016-00-3, Item 2.a (2)

Disposal Authority

N1/016/00/3/2A/2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Case Files of Agency Audits – Case files of audits of agency programs, operations and procedures, and of external audits of contractors and grantees, containing audit reports, correspondence, memoranda, and supporting working papers.

Retention

Destroy 5 years after the end of the fiscal year in which the report is closed.

GRS or Approved Records Schedule

N1-016-00-3, Item 2.b (1), (2)

Disposal Authority

N1/016/00/3/2B/1 or 2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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Recurring Program Evaluations - Case files for recurring OIG program evaluations that assist management in identifying, analyzing, and resolving internal OIG program and organization performance/policy issues, studies of specific concern, and internal operations study initiatives designed to achieve organizational implementation.

Retention

Destroy 5 years after the end of the fiscal year in which the final evaluation report is issued.

GRS or Approved Records Schedule

N1-016-00-3, Item 3.a

Disposal Authority

N1/016/00/3/3A

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


OIG Office of Counsel Litigation Case Files- Litigation files include copies of official pleadings, deposition and hearing transcripts, evidence, discovery materials, communications, and other records necessary to the litigation.

Retention

Cut-off closed case files at the end of calendar year.  Destroy closed case files 10 years after Cut-off date.

GRS or Approved Records Schedule

N1-016-06-1, Item 1.a (1)

Disposal Authority

N1/016/06/1/1A/1

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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OIG Office of Counsel, Other Litigation Case Files – Other litigation files relating to OIG that are not otherwise covered by the GRS or this disposition authority.

Retention

Cut-off closed case files at the end of calendar year. Destroy closed case files 10 years after Cut-off date.

GRS or Approved Records Schedule

N1-016-06-1, Item 1.a (2)

Disposal Authority

N1/016/06/1/1A/2

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017


Manual of Procedures – Published manual of policies, procedures, and instructions, including governing computer-matching projects of the Office of the Inspector General (OIG).

Retention

Cut-off when superseded or obsolete. Offer to NARA in 10-year blocks when 10 years old.

GRS or Approved Records Schedule

N1-16-89-1, Item 1700-1-2.a

Disposal Authority

N1-016-89-001

Record Type

Permanent

Related Forms

 

Date Updated

7/20/2017


Investigations and Audits – Material of a general nature regarding internal and external investigations or audits not covered elsewhere.

This item may be used by all USDA agencies.

Retention

Destroy when 3 years old.

GRS or Approved Records Schedule

NC1-16-84-1, Item 1700

Disposal Authority

NC1/016/84/1/1700

Record Type

Temporary

Related Forms

 

Date Updated

7/20/2017

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